For compliance managers
“Can you show us the policy record?”
An auditor
Giraft keeps one dated record for every policy: which version is in force, who approved which words and when, who has acknowledged it, and when it is next reviewed.
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Policy record
Health and Safety Policy
- Approved
- 4 of 5 votes, by personal link
- 14 Oct 2026
- Sealed
- The approved text, unchanged since approvalsha256:9f4c2b…3d8a01
- 14 Oct 2026
- Published
- Public policy pageShows the version in force
- 15 Oct 2026
- Next review
- October 2027Reminders before the date passes
Staff acknowledgement
38 of 41staff acknowledged
- 38acknowledged
- 2waiting
- 1not asked yet
- Asked
- 15 Oct 2026
- New staff
- Asked automatically
How it works
How the record gets made
The record isn’t put together when someone asks. Each step adds its own dated line as the work happens.
- 0129 Sep
Draft
Start a new draft, or bring in the Word document you already have.
- 022 Oct
Comment
Every comment lands beside the text. You decide what changes.
- 0314 Oct
Approve
Approvers vote from a link in their email.
- 0414 Oct
Seal
The approved words are sealed with the date.
- 0515 Oct
Publish
The version in force goes on your policy page.
- 06Open
Acknowledge
Staff are asked to acknowledge it, and people who join later are asked automatically.
Nothing is sent, approved or published until you say so.
From the same record
The other questions you’ll be asked
Each one is answered from the same register of policies.
“What is due for review next?”
The Data Protection Policy, in three weeks. Giraft reminds you before a review date passes.
Next review
- Data Protection PolicyReview due in 3 weeks
- Dignity at Work PolicyMar 2027
- Health and Safety PolicyOct 2027
“Which version was in force on 1 October?”
Version 2. Every version is kept, with the dates it was approved and replaced.
Versions
- Version 3In force
- Version 2Replaced 14 Oct 2026
- Version 1Replaced 9 Sep 2025
“Who hasn’t acknowledged it yet?”
Three of 41: two are waiting, and one hasn’t been asked yet. You see it person by person.
Still to do
- Maria KellyWaiting
- Rónán DohertyWaiting
- Úna BrennanNot asked yet
“Can staff find the current version?”
Yes. Your public policy page, or a private page for staff, always shows the version in force.
Public policy page
- Health and Safety PolicyVersion 3
- Data Protection PolicyVersion 2
- Dignity at Work PolicyVersion 1
The law
A summary of the law, not legal advice.
Where a record helps
A record supports accountability. It doesn’t prove every duty was met.
Data protection
You must be able to demonstrate compliance with the data protection principles, not only comply.
GDPR Art. 5(2)
Oversight, and what can follow
The Data Protection Commission can investigate and order corrective action.
What Giraft can show
Dated versions of your data protection policies, who approved them and who acknowledged them.
Health and safety
Every employer must have a written safety statement, bring it to employees' attention at least once a year, and review it after a significant change or when it may no longer be valid.
Safety, Health and Welfare at Work Act 2005, s.20
Oversight, and what can follow
The Health and Safety Authority inspects, and can take enforcement action, including prosecution.
What Giraft can show
The safety statement in force, its review history and who has acknowledged it.
Protected disclosures
Employers with 50 or more employees, and every public body whatever its size, must establish, maintain and operate internal reporting channels and procedures.
Protected Disclosures Act 2014, s.6(3)–(4), as amended in 2022
Oversight, and what can follow
Failing to is an offence (s.14A), and the Workplace Relations Commission can bring proceedings.
What Giraft can show
The procedure in force, when it was approved and which staff acknowledged it.
Audit and insurance
An auditor or insurer asking for a policy will also ask which version was in force, who approved it and whether staff were told.
No section cited
Oversight, and what can follow
Your auditor or your insurer.
What Giraft can show
All three, in one record.
A summary of the law, not legal advice.
Questions
- 01
Does the record make us compliant?
No record can. It shows what was done and when: which version was approved, by how many votes, and who acknowledged it. Meeting each duty stays with your organisation.
- 02
What does the seal show?
That the approved text hasn’t changed since it was approved. Giraft keeps a sha256 fingerprint of the approved words, with the date.
- 03
Do approvers and staff need an account?
No. Each gets a personal link by email: approvers vote from it, and staff read and acknowledge from it.
- 04
Where is our data stored?
In Ireland. Every provider that handles it is named in our Data Processing Agreement, at giraft.ai/legal/dpa.
Have the answer ready before the question.
We’ll walk you through Giraft with your own policies, and show you the record it keeps.
Contact us